This post isn’t actually a advertisement or special endorsement for any particular brand, but lately I’ve been doing a lot of freelance writing, and much of the focus has been on Google and some form of virtual business. Through all of the research, I’ve discovered how Google can truly transform a small business.
Most of us conduct our business virtually on some level, and it’s possible that you are one of those who do most or even all of your business virtually. What I mean by virtual is not physically connected – it can be virtual employees, or perhaps you are into cloud computing. Even larger companies like Intuit, Inc. conduct a portion – as much as is possible, actually – virtually, allowing employees and even managers to work from home.
As a small business, you could get away with running a 100% virtual office if you wanted to. In fact, you could get away with skipping the purchase of expensive laptops and swap them out for inexpensive Kindle Fires, for example. How so? Don’t you need a computer?
Not really. All you really would need is a tablet with an Internet connection… and Google. Throw in a free, local Google telephone number, and you’ve just set up your virtual office.
1. Use Google Docs to Create, Store, and Distribute Documents
Have you looked into the cost of Microsoft Office lately? If not, you might be surprised to discover that a nice, legal copy of MS Office will cost you about $800. Yep.
Do yourself a favor and check out Google Docs. Not only does Google Docs as a system open, edit, and save in formats that are completely compatible with MS Office, you don’t need to store these files on your computer. You can get away with not needing a hard drive to store and retrieve your documents when you use Google Docs.
It also takes collaboration to a new level.
2. Use Google Calendar to Schedule Meetings, Share Files, and Promote Events
Google Calender is a highly under-utilized tool by those who are simply unfamiliar with all that it can do. Did you know that you can create an event on your Google Calendar, embed it into your website, and keep track of attendees? And because it’s a Google tool, it’s integrated with the other Google tools like gmail and docs.
With Google Calendar Labs, you can enable attachments for your events/meetings, just like you can with MS Outlook – a very nice mail and calendar tool that comes with the hefty price tag of MS Office. The Labs feature also has a tool called Smart Rescheduler, which allows you to avoid scheduling conflicts when you schedule meetings with others.
3. Use Google Sites As Your Virtual Intranet
Awhile ago, Zoho came out with some really cool tools, including an intranet of sorts that you could use to operate in the cloud. This was before cloud computing was even a buzzword.
Google has a similar range of products, and one of them is called Google Sites. A number of small business owners know about sites because it’s a free website solution. However, you can use sites to create Intranets – networks that only people with special privileges can get access to. This is a great, free way to handle projects with clients, for example (eliminates the need for expensive virtual project management tools), as well as to post information for internal employees only.
4. Use Google Voice to Get a Local Number, Translated Voicemails, and SMS Messages, too
Need a local number? Problem solved. Using Google Voice, you can get a free local phone number that will forward to your phone. You can set up a separate voicemail for it, as well, which will help you create an answering solution that is less expensive and more reliable than hiring someone to do it.
One of the nice features of Google Voice is that when people leave you voicemail messages, Google will attempt to translate them and send them to you in email format. For the most part, it works. So, if you’re working full-time and operating a business on the side, try using Google Voice to take your inbound calls. When you get emails on your smartphone, you can quickly “read” the voicemail messages so you’ll know which ones you need to get back to right away!
Google Voice numbers also accept text (SMS) messages, and as always, you can integrate an easy click-to-call feature in your website people on their mobiles can use to call your Google Voice number instantly. Lastly, you can easily change who the number forwards to. So, if you did hire a VA to take your calls during the day, you could have her or him turn that off and forward back to you when you are back at home in the evening.
5. Use Google Cloud Print to Print Virtually Anywhere
Get this: My MOM was using Cloud Print before I had even heard of it. Cloud Print is a great way to setup and use wireless printers in your home easily (again, my mom did this without my help) but it’s also a way to equip your employees, customers, and anyone else with a printer that you’ve set up for them to use.
I can see so many uses for Cloud Print that it could stand to have an article on its own. Check it out for yourself at google.com/cloudprint/learnmore.
6. Google+ for the Virtual Office: TBD
Google+ has two great features: circles, and hangouts, which I can see working out really nicely for virtual businesses. Let me know if you currently use Google+ for business – not marketing, specifically – and I’m going to do a follow-up on that.
What other tools do you use to conduct your business virtually? Or, do you prefer a physical, rooted office and business?
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Hi Tia
Loved reading your article. Very comphrensive, and focused. I mean I know all these opportunities provided by Google and somehow, I never tried to put those together to feel that it can create a complete business plan. It is a new and acceptable concep. It is always a pleasure to read you. Take care
I loved this Tia because I use many of those same products to run mine. Google voice is awesome…it’s FREE and forwards directly to my cell phone. What I also like is that it sends me a text to my phone so I can see the message right on my phone. I don’t think people realize how easy these products are and how they can really help you run your business without paying a ton of money for more expensive programs. Different strokes for different folks, but I love the idea of having programs available that also don’t cost a boat load of money.
@Sonia (Sunnnee) I think it’s amazing that there really are so many free resources out there for people, that it makes overhead almost non-existent. That’s good so that people can finally start taking home their income rather than having to plow it all back into the business, you know?
Quite informative post. Exactly Google+ has great features. I am really surprised to know that legal copy of MS Office can cost about $800. I will definitely check Google Docs now. Thanks for sharing this useful information.
Google is making every effort to satisfy its users. I am using Google Doc, Google Plus etc for professional and personal purpose and making best of these platform.Especially Google plus is a decent source for networking and search engine visibility.
Thanks so much for the share, your tips are nice to know especially when you are in the situation of thinking to move an office. Thanks so much!
@ebusinessmom You’re welcome!
Hi Tia,
I love all these google services. I’ve been using google voice, docs and the calendar, but I didn’t know about google sites or cloud print. I can envision a few good ways I can use those services.
@richescorner Hey there! Sorry for the late reply. Try Cloud Print. It is really cool. My mom uses it to print things from work to her home computer – in the middle of the night (she’s a nurse). It’s really amazing how you can do things like that.
We have been using a virtual phone service (not Google Voice, but something we pay for annually) for the past year and love it! Not only are there business uses for it, but it comes in handy in our personal lives also. For example, a year ago we were selling a car and got a second virtual phone number just for this purpose. It is the number we used on all the car selling sites, and it is the number we received calls from all the pesky dealers and brokers who wanted to sell the car for us. The number was disposable, so we cancelled it once the car was sold and we didn’t have to worry about anymore annoying calls.
Give Google Voice a try and see for yourself!
The call forwarding feature that you mention is also very cool. If you are at home, forward your business number to your home phone. If you are out and about, forward the number to your cell. We can also setup our system to ring a certain number of times on our home number, then do the same thing on our cell, so we will get the call no matter where we are.
Did I mention we love our virtual phone service?
@Marshall Davis I think virtual phone systems are probably one of the best resources for just about any business. I do like with Google Voice how you can, with one click, change who the number will forward to, so that you can sort of create your own answering system. I know people who use it like that and it works so well.